The Royal Society's mission is to recognise, promote and support excellence in science and to encourage the development and use of science for the benefit of humanity. To support its mission the Society hosts and organises a number of scientific, policy and other meetings and public events at its head office location at Carlton House Terrace in central London. The Society also operates a conferencing business managed by the Head of Conferencing which allows third parties to book events at the Royal Society.
The Conference Administrator is a member of the conferencing team and their role is to support the Conferencing team in administrative tasks for external and internal events, booking bedrooms for Fellows who wish to stay at the Royal Society and administrative support such as the issuing of contracts or invoices. The conference administrator will also support the Head of Conferencing by providing additional support to the team as required.
Reports to: Head of Conferencing
Line manages: N/A
Location: The Royal Society, Carlton House Terrace
Hours: 35 hours per week
Pay band: B (£27,000- £28,980 pa)
Contract: FTC until March 2028
Closing date: 1 November 2027
Interviews date: 11 November 2027
Sales
- Take bedroom bookings for Fellows, Research Fellows, Award and Medal Recipients and Fellows of sister societies of the Royal Society.
- Ensure standards of service are per Standard Operating Procedures and Service Level Agreements.
- Book small catering orders for internal meeting rooms
Administration
- Ensure that all back up correspondence for external/ internal bookings including bedroom bookings is accurately kept by maintaining a separate, up-to-date paper file for each event containing all correspondence
- Ensure that all external enquiries are logged for future development
- To assist in the contracts administrative process: chasing for contracts, sending counter-signed contracts to clients where requested, preparing the client's files.
- Ensure that the event checklists for each booking are up to date and that end of the month filing is up to date
- To provide administrative support to the team
- Order stationary and check stocks of stationary for the team
Support
- To cover some conferencing duties during planned and unplanned absences
- Maintenance of the KxCalendar for Bedroom bookings
- To deal with and communicate with clients, to provide support as and when required to customers on the premises
- Be familiar with the health and safety of the premises including fire procedures
Financial
- Prepare contracts for external clients, including bedroom invoices, for dissemination to the relevant parties, ensuring that the relevant administrative processes are being followed.
- Check deposit payments and update the conference management system
- Prepare final invoices for external customers and bedroom users
- Check for payments and update the KX conferencing booking system
- Ensure all reporting is completed for the month end/ year end
- Manage the credit control and work/ liaise with finance team
- Update the debtors list
- Process PO numbers
Key Knowledge And Skills Required
List particular knowledge, skills, qualifications, experience required for role (Desirable/Highly Desirable/Essential)
Education / Qualifications / Knowledge / Interests
- A levels or equivalent vocational qualification - Essential
- Passion for or interest in science - Desirable
Experience
- Experience in a customer service and/or sales environment - Essential
Skills
- Strong interpersonal and communication skills (both oral and written) - Essential
- Excellent attention to detail - Essential
Strong Organisational Skills - Essential
- Excellent customer service skills - Essential
- Computer literate and knowledge of Microsoft office - Essential
- Knowledge of conferencing booking system - Highly desirable
Abilities
- Able to understand, work and adhere to high standards - Highly Desirable
- Able to work alone or as part of a team - Essential
Personal Qualities
- Genuine and approachable with a friendly personality - Essential
Willingness To Help Others - Essential
- Positive attitude - Essential
Circumstances
- Able to work in a non-smoking environment - Essential
- Able to be flexible about working hours, including working evenings and weekends on occasion - Essential
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Conference Administrator employer: The Royal Society
At the Royal Society, we pride ourselves on being an exceptional employer, offering a collaborative and inclusive work culture that values diversity and innovation. Located in the heart of London, our team enjoys the benefits of hybrid working arrangements, professional development opportunities, and a commitment to supporting research funding that makes a real impact in the scientific community. Join us to contribute to meaningful projects while growing your career in a supportive environment.
